Table of Contents
Overview
Navigating to the Event Type Building Tool
Adding an Event Form, Event Workflow, and Event Contract
Editing or Deleting an Event Type
Editing or Deleting an Event Type Form
Editing or Deleting an Event Type Workflow
Editing or Deleting an Event Type Contract
Related Articles
Overview
PATH: Events > Settings > Event Types
Creating Event Types is an important step when it comes to getting your Events platform ready for requests.
When someone requests an event, they will need to select from the list of available Event Types – and the selected Event Type will determine which form they are asked to fill out, as well as the workflow their request goes through in order to be approved.
Each event type can have a unique workflow, form, and/or contract, so when you’re defining the event types at your institution, think of it this way: If it needs a unique approval workflow, submission form, and/or contract, it’s a unique event type.
You can get step-by-step guidance in-app to help you create a new Event Type. To activate a guided walk-through, navigate to Events > Settings > Event Types > + Add Event Type. If the flow doesn’t automatically begin when you click “+ Add Event Type”, look for it in the “In-App Guides” widget on the right-hand side of your screen.
Navigating to the Event Type Building Tool
To create a new Event Type, click on "+ Add Event Type".
A new card will appear. To create a new Event Type add the following:
Name of event type.
If you are an Academic Scheduling customer, you should NOT name an Event Type "ACADEMIC". If you would like to schedule Exam events, you may refer to this helpful article.
Description of event type.
Effective Start Date: When events of this type can start to be scheduled. If effective dates are defined, users can only submit requests through that event type within the effective date range. By default, event types are undefined, making all event forms available.
Effective End Date: When events of this type can no longer be scheduled.
Days Notice Limit: Each event type has a Days Notice setting, that is used to indicate the minimum number of days in advance a user can request an event. This setting is used to prevent last minute bookings. If the Days Notice Limit = 7, then users must request events that are 8 or more days beyond the current date. If a user selects a date that is within the 7 day limit, the following conflict will show up:
Days in Advance Limit: Allows admins to specify how far in advance (from the current date) are users allowed to request events for. If rule is violated, the following conflict will appear (for both existing events and for new requests):
Maximum Reservation Length:
Use this to designate the maximum amount of time, in minutes, that an event of this type can last.
If you set a limit here, users will see a notice if they attempt to schedule an event meeting that exceeds that limit.
A notice will appear whether an event is being requested or directly added to the UI.
- End users can then adjust their time as needed.
To allow meetings with a max time of 24 hours, use 1440 minutes. This will allow all-day meetings to be booked but not allow meetings that are longer than 24 hours. If you would like to allow meetings that are longer than 24 hours, you are able to enter in higher minute values to match the length you are looking for.
This limit does not apply to setup and teardown meetings, only to the main meeting itself. For example, a meeting with a 60 minute maximum length will be allowed to be requested if the main meeting is 50 minutes but the setup and teardown add 30 minutes on the front and back end of the meeting time.
Allowed Roles: What roles are allowed to request/add/edit events of this type using an Event Type Form. If no roles are set, all roles are allowed
Note that for a user to Add an event directly, they must both i) have the “Add Event” permission, and ii) be included in the list of Allowed Roles for the Event Type
Calendar Color:
Determines the color this Event Type will appear as on the events calendar.
This can be used to provide a holistic view of Event Types happening over a day, week, or month.
You can access the Calendar view at Events > Calendar View.
Default Image: If you would like for there to always be an image associated with this Event Type anytime the end user doesn’t submit one for their specific request, add it here.
Auto Add Setup/Teardown Meetings: If selected, setup and teardown times will be automatically added to event requests based off the selected room and resources.
Note that in order for this to happen, the selected rooms and resources must have default setup times defined and set to “Not Required” within their Settings (if set to “Required” within their Settings, users will have to manually add the set up time to the event).
Auto Add Setup/Teardown Meetings will not occur if a user has already defined any setup and/or teardown meetings in the request (i.e. the user's times take precedence and will not be overwritten).
Additionally, setup/teardown are not added to all day events because there is ambiguity over when the setup times should be (by default they are added right before/after the event meetings).
Public Form:
Determines whether or not the public can request this type of event.
If set to “No”, the public will not be able to submit a request for this type of event.
Additional Info on Calendars
In the week/day view of the Calendar, clicking on the grey boxes will open a calendar modal displaying all events filtered for that time window.
Note that any event with start/end times that overlap with the time window will also be displayed. For example, if you are viewing events from 8-9AM the modal will also show all events that overlap with that time range, such as an event from 7-10AM.
Adding an Event Form, Event Workflow, and Event Contract
You will be returned to the Event Types Window. Select your newly created Event Type and begin to build out your Form settings.
A new card will appear. Select Create New Form or Copy an Existing Form.
To create a new form, follow the documentation here.
To copy an existing form, enter the form Name, select the Form to Copy from the drop-down, and select the Workflow to copy from the drop-down.
Editing or Deleting an Event Type
Institutional needs change and may dictate that an Event Type be modified or deleted.
If you need to delete an Event Type, or edit the Event Type Description or Calendar Color, you can do so by clicking on the blue pencil (Event Type).
To edit an Event Type, simply overwrite the desired fields.
Only users assigned the Coursedog role can change the Name of an Event Type.
Rather than renaming an Event Type, all other users should instead create a new Event Type to prevent existing Requests and Events from being disassociated with the existing Event Type.
If you wish to change the name of an Event Type, reach out to your Coursedog customer contact (CSM or Project Manager).
All other fields can be edited by users with correct permissions.
To delete an Event Type, click “Delete Event Type”.
Editing or Deleting an Event Type Form
If you need to edit, preview, or delete the Event Type Form, you can do so by clicking on the blue pencil (Form).
To edit, preview, or delete the Event Type Form, click on Edit, Preview, or Delete.
Editing or Deleting an Event Type Workflow
To assign a new workflow, you can do so by clicking on the blue pencil (Form)
Select Approval Workflow drop-down menu.
To edit the assigned workflow, you can do so by clicking on the blue pencil (Workflow).
To edit Workflow, follow the documentation here.
Editing or Deleting an Event Type Contract
To assign a new contract, you can do so by clicking on the blue pencil (Contract)
Event contracts can be added to each event type using a WYSIWYG editor.
To edit and learn more about contracts, follow the documentation here.